Monitor & Control

Monitor & Control

2

Monitor & Control consists of the processes used to track,review, and orchestrate project progress, identify areas wherechanges are required, and initiate/implement those changes

Unlike Scoping and Executing, Monitor & Control applies tothe entire life-cycle of the project, as shown above

3

Monitor & Control

CDOT Process Groups and Project Delivery Plan Mapping

Project Delivery Plan Execute Monitor & Control Transition toConstruction

1 Risk Management Monitor & Control Risks Transfer Active Risks

2 Roles & Responsibilities

3 Scope Management Monitor & Control Scope

4 Cost Management Control Costs

5 Schedule Management Control Schedule

6 Change Management Control Changes

7 Procurement Management Manage Procurements Control Contracts/TOs Closeout Contracts/TOs

8 CommunicationsManagement

ManageCommunications

Control Communications Transfer information

9 Quality Management Conduct QualityAssurance Control Quality

10 Transition toConstruction

Best Practices ArchiveRecords

The following topics will be discussed:

• How does a Project Manager Monitor and Control a project?

• Change Management

• Summary

4

Monitor & Control

Monitor & Control

PMs monitor and control projects by:

• Regularly communicating with the project team (team meetings)

• Updating/reviewing/analyzing tracking tools as planned in thePDP, including the AID-Change Log, etc., as well as the RiskWorkbook

• Reviewing/updating project status via systems (SAP) and reports

5

Monitor & Control: SAP Project Portal

6

Projectinformation isavailable in SAPvia the ProjectPortal

Monitor & Control: SAP Project Portal

7

A ‘one-stop shop’ for preconstruction and construction dataincluding: project, personnel, funding, end dates, budget,milestones and construction drawdowns and expenditures,etc.

Monitor & Control: SAP Project Portal

Keeping Project Data up to date is important for a numberof reasons. . .

Project data is rolled up and reported by Residencies, Programs,Regions, & Portfolios, in a series of reports that support“management by exception.” (vs. exceptional)

This one of 10 standard reports now available on a Google Team Driveand distributed to PMO Reps.

8

How might your project end up as an “exception?”

• Missing or out-of-date milestones

• Drawdowns not equal to Form 65

• Current date exceeds FHWA end date

• Contractor plans to spend more than amount encumbered (forIncrementally Encumbered projects only)

9

Monitor & Control: SAP Project Portal

Monitor & Control: Cost

Monitor Costs:

• Make sure that only staff working on the project arecharging to it

• Compare Expenditures to Budgeted amounts

– Identify variances – how much work has been accomplishedcompared to expenditures?

– Monitor balance – is the budget sufficient?

10

Project Planned

Cost Monitoring also applies to theconstruction budget. As a project progressesthrough the preconstruction milestones:

• Use the PCPT to update the Base Estimatefor Construction Items

• Compare the revised estimate to theProject Planned budget

11

Monitor & Control: Cost

Monitor & Control: Schedule

Update the Schedule with changes and actual progress:

• Compare dates to the current Baseline Schedule (reflectsapproved changes) for:

– Deliverables

– Milestones, etc.

• Monitor the critical path and changes in float/slack for theAd Date as compared to the Late Ad Date

12

Remember toupdate ForecastMilestones in SAP

Monitor & Control: Change Management

13

When changes are identified, implement the ChangeManagement Plan:

• Analyze impact of the proposed change to schedule, costs, scope

• Comply with documentation and approval requirements

• Escalate decision-making as needed

Follow the Communication Plan to notify:

• Project Team

• Management

• Internal & External Stakeholders

Summary

Monitor and Control includes the processes that help a PM:

• Track the status of a project

• Identify and analyze changes

• Properly implement changes

14

Questions/Discussion

15